Who This Checklist Is For
If you're a facility manager, office administrator, or hospitality buyer tasked with outfitting a break room, game lounge, or commercial venue with indoor recreation equipment—pool tables, ping pong tables, arcade machines, board games, card games—this checklist is for you.
I'm an office administrator who manages all our company's facility purchases. In 2022, when our leadership decided to revamp the employee lounge, I dove headfirst into sourcing pool tables, ping pong tables, and arcade games. Never again will I order blind. Here's the 3-step checklist I now use for every equipment purchase.
Step 1: Define Your Venue's Physical & Usage Constraints
Before you even look at product catalogs, get these three things down on paper.
1.1 Measure the Space—Accurately
Rule of thumb: for a pool table, you need room for the cue stroke. A 7-foot table needs roughly 16x13 feet of clear floor space. For ping pong, you want at least 20x15 feet. I learned this the hard way—ordered a pool table for a room that was 14x12 feet. (Should mention: I measured the table, not the play area.)
1.2 Determine Foot Traffic & Usage Hours
Arcade machines and board games work well in high-traffic areas. Pool and ping pong need more dedicated zones. Our company has 300 people across 3 locations. The break room near the cafeteria gets constant use—perfect for a couple of arcade cabinets and a board game shelf. The quieter corner near the exit? That's where we put the pool table.
1.3 Identify Power & Accessibility Needs
Arcade machines need power outlets nearby. If you're thinking about dartboards, check the wall material. And if your venue has stairs or narrow corridors, measure doorways and elevator access. We didn't—and the delivery team couldn't get the pool table up the stairs. (Note to self: always verify delivery access.)
Step 2: Match Equipment to Your Audience & Budget
Now that you know the space, it's time to think about who's using it and what you're willing to spend. This step is where a lot of B2B buyers trip up.
2.1 Understand Your User Profile
Are your employees mostly casual players who want a quick break, or do they lean competitive? For a casual office setting, a mid-range pool table ($600–$1,200) and a good ping pong table ($300–$700) work fine. For a sports bar or arcade, you need commercial-grade tables that can handle 8+ hours of daily use—those run $1,500–$3,000 or more.
2.2 Set a Realistic Budget (Including Hidden Costs)
Total cost of ownership includes: base price, shipping (often $100–$500 for heavy items), assembly (sometimes $150–$400), and accessories (balls, cues, paddles, nets). I've seen budgets blown because someone forgot the slate-leveling kit for a pool table—or the additional controllers for arcade machines.
2.3 Validate Product Durability & Warranty
For commercial use, look for tables with heavy-duty frames, commercial-grade felt, and warranties of at least 1 year on parts. Arcade machines should have industrial-grade joysticks and buttons. I've had a vendor promise "commercial quality" only to have the joystick break in 2 weeks. (Now I ask for specs and warranty details upfront.)
Step 3: Vet the Vendor—Not Just the Price
This is the step most people skip. They see a good price on a pool table and click 'buy.' I've done that. I regret it.
3.1 Check for Commercial-Grade Options
Not all equipment sold as "indoor recreation" is built for commercial use. Ask the vendor: Is this table rated for daily play in a commercial setting? What's the warranty on the slate, the felt, the electronics? A vendor who can't answer these questions is a red flag.
3.2 Read Reviews from Similar Buyers
Look for reviews from facility managers, hotel owners, or office administrators. A 5-star review from a homeowner might not reflect how the equipment holds up under commercial wear and tear. I found a thread on a facilities management forum where someone detailed their experience with a pool table brand—that saved me from buying the same model.
3.3 Test Invoicing & Compliance
For B2B orders, you need proper invoicing. I once ordered from a vendor who couldn't provide a formal invoice—handwritten receipt only. Finance rejected the expense. I ate $2,400 out of the department budget. Now I verify invoicing capability before any order. Ask for a sample invoice or confirm they accept purchase orders.
Common Pitfalls to Avoid
- Forgetting about ongoing maintenance. Pool tables need re-felting every 2–3 years. Arcade machines need regular cleaning of buttons and screens. Budget for it.
- Not planning for future expansion. Your venue might want to add more equipment later. Leave room for 1–2 more pieces—or choose modular shelving for board games.
- Ignoring security. Arcade machines and pool cues can walk off. We lost three sets of pool cues before we installed a lockable cabinet. (I really should have thought of that sooner.)
This checklist won't solve every problem, but it'll save you from the most common mistakes. At least, that's been my experience with 8 vendor relationships and 60+ orders annually. Good luck—and measure twice.
